Procurement use case
Vendor intake
A new vendor needs a security review, a legal look and a finance check. Three teams, three forms, and one person forwarding emails until everyone's happy.
Where it breaks today
Buying a new tool should take one request. In most companies the vendor onboarding process takes three forms, three teams and one person holding it together by email.
The requester fills in a security questionnaire, then a legal form asking half the same questions, then a finance form asking the rest. Each team works from its own queue and can't see what the others found.
Requests stall without anyone noticing. The requester gives up and expenses the tool, or the vendor is approved without the review it needed.
What it does
Vendor intake works the way your team already does.
One request, not three forms
The request is made once and routed to legal, security and finance in the order they're needed.
Nothing gets lost
Every request has a status, an owner and a trail. "Lost form" stops being a category.
Answers stay with the request
Review outcomes and conditions are recorded where the next person can find them.
A running vendor list
Approved vendors and their terms stay visible, so the next request starts informed.
How it works
- 1.The requester submits one request: what the vendor is, what it costs and what data it will touch.
- 2.The app decides which reviews this vendor needs, using your rules. A low-cost tool with no customer data skips steps a data processor cannot.
- 3.Legal, security and finance are each asked in the required order, in the tools they already use.
- 4.Findings and conditions stay attached to the request, so later reviewers see them.
- 5.The requester can see where the request stands and who has it.
- 6.Approved vendors and their terms are added to a running list that informs the next request.
Before and after
| Step | Today | With a vendor intake app |
|---|---|---|
| Forms | Three, with repeated questions | One |
| Routing | By email, by one coordinator | By your rules, in order |
| Review findings | In each team's inbox | Attached to the request |
| Status | Ask the coordinator | Visible to the requester |
| Approved vendors | A list someone maintains | Updated on every approval |
Questions
Is this a procurement suite?
No. It handles the intake and approval step, built around how your teams review vendors today. If you have a procurement or contract tool that works, it stays.
Can low-risk purchases take a faster route?
Yes. The routing follows your rules, so the depth of review can match the cost and the data involved.
Our security questionnaire is long. Does the app replace it?
It asks your questions, once, and only the ones a given vendor needs. The content of the review stays yours.
Will our security team approve the app itself?
We would rather walk your reviewer through it before the pilot starts. Apps come with SSO, role-based access and audit logs, and your data stays in your systems.
How long until it is live?
A working version in days, and production by week four, as a fixed-scope, fixed-fee pilot.
Other use cases
Other workflows we build.
Your best people are doing the work your software should be doing.
Track builds that software, designed around how your team actually works, running on the tools you already have. A working app in days, in production within four weeks. The longer that workflow runs by hand, the more it costs you.